Bob Buente South Park BID Emails through 10/2018

Re: Petition packet preparation - Instructions, Part I

Subject: Re: Petition packet preparation - Instructions, Part I
From: Ellen Riotto <ellen@southpark.la>

Date: 05/11/2017 01:39 PM

To: Tara Devine <tara@devine-strategies.com>, Katie Kiefer
<katie@southpark.la>

CC: Robert Buente <bbuente@1010dev.org>

Hi Tara,

The BID team has cleared our plates today and tomorrow so we can work exclusively on
preparing petitions docs and packets. Why will we need more than a day and a half to print
petitions and labels? Clarification would be greatly appreciated.

Thanks in advance,

Ellen

From: Tara Devine <tara@devine-strategies.com>

Date: Thursday, May 11, 2017 at 1:13 PM
To: Katie Kiefer <katie@southpark.la>

Cc: Ellen Riotto <ellen@southpark.la> , Robert Buente <bbuente@1010dev.org>
Subject: Re: Petition packet preparation - Instructions, Part I

Thanks. Unfortunately, no. We will need the weekend to work on both the petitions and
the mailing labels.

Keep in mind you are only printing one set of each of these outstanding docs (not
thousands of copies like the other docs.) This is why we prioritized the other docs
first.

On Thu, May 11, 2017 at 11:31 AM, Katie Kiefer < katie@southpark.la
<mailto:katie@southpark.la> > wrote:

Tara - confirming your specified request of Avery 58163 for mailing labels. The
order will be in tomorrow.

Will you be able to provide the completed address templates by tomorrow's meeting?
I'd like to get the labels in for printing by EOD tomorrow.

1 of 5

10/19/2018 08:47 AM

Re: Petition packet preparation - Instructions, Part I

All other office supplies have been purchased and printing of the various docs is
underway. Only items left to print are individual petitions and property owner labels.

Katie Kiefer
South Park BID

1100 S. Flower St., Suite #3400, Los Angeles, CA 90015
o. 213 663 1120 <tel:(213)%20663-1120>

24/7: 866 560 9346 <tel:(866)%20560-9346>

From: Ellen Riotto < ellen@southpark.la <mailto:ellen@southpark.la> >

Date: Wednesday, May 10, 2017 at 11:05 AM

To: Tara Devine < tara@devine-strategies.com <mailto:tara^devine-strategies.com> >
Cc: Robert Buente < bbuente@1010dev.org <mailto:bbuente@1010dev.org> >, Katie
Kiefer < katie@southpark.la <mailto:katie@southpark.la> >

Subject: Re: Petition packet preparation - Instructions, Part I

Hi Tara,

Thanks for this information. We will purchase the materials you listed below today
and will begin to print the following:

1. SPBID return address on the return labels

2. Who May Sign doc

3. MDP Summary*

4. My cover letter

5. SBPID one pager

* Can you please send to us today?

OPEN QUESTIONS:

2 of 5

10/19/2018 08:47 AM

Re: Petition packet preparation - Instructions, Part I

1. We would like to understand the process for creating the petitions
themselves. Can we get on a call before Friday to discuss?

2. Any chance you're available on Thursday instead of Friday? Every hour

counts.

Thanks,

Ellen

From: Tara Devine < ta ra@devine-strategies.com <mailto:tara@devine-strategies.com>

>

Date: Tuesday, May 9, 2017 at 10:46 PM

To: Ellen Riotto < ellen@southpark.la cmailto:ellen@southpark.la> >, Katie Kiefer
< katie@southpark.la cmailto:katie@southpark.la> >

Cc: Robert Buente < bbuente@1010dev.orQ cmailto:bbuente@1010dev.org> >

Subject: Petition packet preparation - Instructions, Part I

Several months ago, I furnished you with an example petition packet (I believe it
was the one used for SPII.) I recommend you view/print a copy of it as you go through
this email. It will help you to understand how the supplies correspond to the documents.
You do not have to use the supplies I suggest, but I suggest them based on our experience
preparing or overseeing many such petition packages. They work well/things will go
smoothly/minimize issues and delays for you. If you vary from these, tell me what you
substituted so I can try to foresee any issues we might have and avoid delays. Quantities
stated should be sufficient with some extras for a reasonable amount of reprints.
Quantities are intentionally higher on a few items (2500 vs 2000) as these are the items
that are most likely to incur printing errors, printer jams, etc.

Office supply list

1) 2500 sheets of yellow paper (recommended for mailed petitions - it really helps
the most important document stand out.) We will be furnishing the petition file in PDF
format for printing on this paper. I specifically recommend Neenah Astrobrights Solar
Yellow, 24 lb. (500 sheets per ream) readily available from Office Depot, Amazon and most
other places.

2) 2500 sheets of any type of light colored paper, whatever is easiest/cheapest.

I usually use some sort of light pastel pink, green, blue, orange color. This will be
used for the "Who May Sign page" that accompanies the petition. It should stand out in
the packet, but less so than the yellow paper for the petition.

3) 2500 extra-large mailing labels - some addresses or owner names are painfully
long; using large labels eliminates most of the time you have to waste formatting them to
fit the label. I specifically recommend Avery 58163, which usually come in 250 per
package. This is a slightly more expensive mailing label but worth the expense. They are

3 of 5

10/19/2018 08:47 AM

Re: Petition packet preparation - Instructions, Part I

2"x4" and also repositionable in case of errors that do tend to happen, such as slapping
one on the wrong envelope (having to reprint individual labels is another big time-wasting
activity.) If you purchase a different label, you must tell me by Friday so we produce
the labels in the correct template.

4) At least 4 boxes of 8" x 11" standard white copy paper - we may not use all of

this, but it won't go to waste - better to have too much than too little

5) Lots of staples for the copier/printer. 10,000 recommended - we may not use all
of this, but it won't go to waste - better to have too much than too little

6) Extra copier/printer toner. Most documents will be B&W. Minor color. I

cannot advise you on quantity, but I suggest loading up unless you can get it quickly on

demand (same day/next day.) - we may not use all of this, but it won't go to waste -

better to have too much than too little

7) 2000 or more plain white or manila (you pick) envelopes size 9" x 12". These
will hold the entire petition packet. Unless you have a business USPS account, you will
pay for postage on these when you take the completed packets to the post office (based on
weight.) We don't need 2500 because errors will be few due to using the repositionable
labels I suggested above. Side note/recommendation: Once the packets are complete, you
will want to send at least two people (and at least one with a strong back!) to USPS to
deliver the completed packets to USPS (due to the sheer volume/weight of packets for this
BID.)

8) 2500 or more plain white or manila envelopes 4 1/8 x 9 1/2 (#10.) These are
the return envelopes for people to return the petitions.

9) 2000 regular stamps - ideally something fairly generic/non-religious/non-ethic
/non-cutesy like the American Flag or similar (we want to aim for something professional
and inoffensive.) These will go on the return envelopes that we enclose in each packet.

We want to make it easy for people to return the petition. Not providing a stamp is an
impediment. The return envelope will only contain the signed petition; a regular stamp is
sufficient postage. Caveat: If you have set up or wish to set up a business postal
account, you would pay for the account, but then only pay for actual returned business
mail. Unless you do large mailings often, a business postal account may not make sense
for you - it may be easier just to eat the cost of the stamps (yes, some will be wasted),
but it's your call.

Two documents to prep that you can begin immediately once supplied:

1. Take #8 above and print the following address on 2000 of them (reserve the
other 500 to cover errors/reprints) :

South Park/South Park II BID Renewal Steering Committee
1100 S. Flower St., Suite 3400
Los Angeles, CA 90015

These are the envelopes in which the petitions will be returned.

I recommend you wait to affix the stamps until we can finish the petition
file/mailing labels and know exactly how many initial pieces will be mailed.

(We may end up with fewer than 2,000 mailed pieces to start, and you can save and
use the rest as you go for re-mailings.)

2. Take #2 above and print 2000 copies of the attached "Who May Sign" document.

4 of 5

10/19/2018 08:47 AM

Re: Petition packet preparation - Instructions, Part I

I will send another email tomorrow with additional documents to print, along with
instructions as needed, (e.g. I must review the docs you sent today, and prep our MDP
summary, etc.)

If you have questions on the above, it will
really

help me if you can compile them and send them
to me

in one shot.

That way my

reply is equally thorough and

neither of us have an unholy slew of emails to sift through for the information
we seek.

Warmest regards,

TARA DEVINE

DEVINE STRATEGIES

645 West Ninth St.,#110-293
Los Angeles, CA 90015

310.430.5121 <tel:(310)%20430-5121>

tara@devine-strategies.com emailto:taratadevine-strateqies.com>

Making it easier for you with STRATEGIC CONSULTING SERVICES

Planning & Entitlements - Political & Community Outreach - Business
Improvement Districts

5 of 5

10/19/2018 08:47 AM